Org. Setting and Reporting

This position is located in the Debt Management and Financial Analysis Programme (DMFAS), in the Debt and Development Finance Branch (DDFB), the Division on Global Development Strategies (DGDS) of the United Nations Trade and Development (UNCTAD), in Geneva, Switzerland. The Programme Management Assistant reports to the Chief of the DMFAS.

Responsibilities

Under the direct supervision of the Programme Officer of the DMFAS Programme and the overall supervision of the Chief of the DMFAS Programme, the incumbent will perform the following duties:

• Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes and related topics or issues.
• Reviews project documents, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Participates in the preparation and support of the biennial Debt Management Conference and other workshops/meetings organized by the DMFAS Programme.
• Drafts correspondence and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Provides guidance/training to new/junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned. Competencies
• Professionalism: Knowledge of Word processing and spreadsheets, e-mail systems and internet.Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration,. Knowledge of ERP system. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client Orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education High school diploma or equivalent. Job – Specific Qualification Not available. Work Experience At least 5 years of experience in programme or project administration, technical cooperation or related area is required. The minimum is reduced to 3 years for candidates who possess a first-level university degree or higher. Experience working in the UN system is desirable. At least 3 years of experience using the ERP system such as UMOJA is desirable. At least 3 years of experience using the online recruitment and talent management system such as INSPIRA is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Desirable Languages Language Reading Writing Listening Speaking French UN Level II UN Level II UN Level II UN Level II Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice
• This position is temporarily available until 31.12.2026. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate.
• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for…